Keeping military records in the company is nothing new. Until October 2023, fines for improper maintenance of such documentation were modest, and inspections were rare. Now fines have increased significantly, and attention to documentation has been intensified. Therefore, Awara recommends checking how this process is organized in your company.

Who is obliged to keep military records of employees?

All organizations, except sole proprietors, are required to keep military records in Russia. Records must be kept for all employees who work under an employment contract full-time, part-time and remotely. Performers under civil law agreements are not included.

Persons not subject to military registration in companies:

• Employees who have been exempted from military duty (for example, for health reasons or who have reached the age limit).
• Those who are currently undergoing military service or alternative civilian service.
• Women without a military specialty.
• SVR and FSB officers in reserve.
• Those who have been living outside of Russia for more than 6 months or permanently.
• Foreign citizens.
• In other cases stipulated by law.

Fines as of October 2023

Previously, fines for improper maintenance of military records were in the range of 300-5000 rubles. Below are examples of violations and actual fines as of October 2023.

If you do not notify the employee about the service request (summons) of the military enlistment office or do not ensure timely attendance
Fine for officials: 40,000 – 50,000 rub .
Fine for legal entities: 350,000 – 400,000 rub .

If you do not provide or do not send the information necessary for maintaining military records in time:
Fine for officials: 40,000 – 50,000 rub .

If military transport duties are not fulfilled:
A warning or the imposition of an administrative fine on citizens: 15,000 – 25,000 rub .
Fine for officials: 40,000 – 50,000 rub .
Fine for legal entities: 350,000 – 400,000 rub .

If you do not ensure the appearance of an employee who is subject to conscription for military service upon mobilization, at assembly points or in military units:
Fine for officials: 60,000 – 80,000 rub .
Fine for legal entities: 400,000 – 500,000 rub .

If you do not deliver equipment to assembly points or military units according to mobilization plans:
Fine for officials: 60,000 – 80,000 rub .
Fine for legal entities: 400,000 – 500,000 rub .

Action plan for organizations

Regular organizations (under general registration) simply need to keep records internally and submit information on changes and reconciliations to the military registration offices. Employing organizations do not need to go and submit lists of men who are subject to initial registration to military registration offices. Military recruitment offices will collect the information from the state registers themselves, and if they are unable to do so, they will send a request to the employer.

What should be in the organization

There is a list of military registration documents that an organization must have – you need to start with an order on the organization of military registration. You will also need work plans for military registration, card files of personal cards for conscripts and employees staying in reserve, logs of checks with the military enlistment office and some other documents.

If you have a large organization, and there are more than 500 employees subject to military registration, then according to the norms you will need to have separate employees who will deal with the relevant documents. By the way, it is necessary to store military accounting documents in fire-proof cabinets with restricted access to them.

Main responsibilities of the employer

• Keep the cards up-to-date. Adjust the data if the employee’s marital status, education, position, place of residence or health status has changed. Report the changes to the military enlistment office within five days after you enter them in the file.
• It is necessary to inform the military enlistment office about the hiring, transfer and dismissal of an employee within 5 days.
• Explain to employees the procedure for fulfilling military registration obligations.
• Send information to the military enlistment office about cases of identification of citizens who are not registered in the military.
• Send responses to requests of military enlistment offices within 2 weeks.
• Notify employees about summonses and provide them with the opportunity to turn up in a timely manner.

All information and changes must be sent to the military enlistment office at the place of military registration of the citizen (i.e., at the place of their registration, and not at the address of the organization).

Employees themselves can submit their changes and information through the Public Services portal from their personal account.

Once a year, it will be necessary to verify information about military registration with the military enlistment office.

Our contacts

Please contact us in case if you have any question on maintaining military records of employees.

info@awaragroup.com

+7 495 225-30-38 Moscow
+7 812 244-75-49 Saint Petersburg
+7 495 225-30-38 Tver